DLMSO DEC 3 1997

MEMORANDUM FOR: SEE DISTRIBUTION

SUBJECT: Defense Logistics Management Standards (DLMS) Supply

Process Review Committee (PRC) Meeting, November 17-21,

1997.

The attached minutes of the DLMS Supply PRC Meeting are

forwarded for your information and appropriate action.

The Defense Logistics Management Standards Office points of

contact are Supply PRC Co-Chairs: Ms. Ellen Hilert, at (703)

767-6117, DSN 427-6117 or e-mail: ellen_hilert@hq.dla.mil; and

Ms. Mary Jane Johnson, (703) 767-6123, DSN 427-6123, or e-mail:

maryjane_johnson@hq.dla.mil.

/s/

JAMES A. JOHNSON

Director

Defense Logistics Management

Standards Office

Attachment

DISTRIBUTION:

ADUSD(L)MDM

Supply PRC Representatives and Attendees 
DLMSO DEC 3 1997

SUBJECT: Defense Logistics Management Standards (DLMS) Supply

Process Review Committee (PRC) Meeting, November 17-21,

1997.

Purpose: The Defense Logistics Management Standards Office

(DLMSO) hosted a Supply PRC meeting on November 17-21, 1997, at

the Headquarters Complex, Ft. Belvoir, VA. The primary focus of

this meeting was discussion of proposed and approved DLSS/DLMS

changes and DLMS implementation convention (IC) review. Specific

discussion topics are noted below. The agenda is shown at

Enclosure 1. A list of attendees is shown at Enclosure 2.

Brief Summary of Discussion: Ms. Ellen Hilert and Ms. Mary

Jane Johnson, Supply PRC Co-Chairs, and Ms. Vermella Savage,

MILSTRIP Administrator, provided opening remarks and facilitated

discussion of agenda items below.

Review of Prior Meeting Agenda Items:

a. PMC 40, Processing Cooperative Logistics Supply

Support Arrangement (CLSSA) Requisitions. This change clarifies

policy relative to use of Not Mission Capable Supply/Anticipated

Not Mission Capable Supply (NMCS/ANMCS) and expedite handling

codes. The Revised Request for Implementation Date (RRFID) was

released on November 6, 1997. The Navy reiterated their desire

to expand the coverage of this change to all FMS requisitions.

The Services/Agencies were requested to consider additional

related changes or expanded application of the revised procedures

as new requirements to be documented as separate change

proposals. This will avoid further delay for the coordinated

changes.

ACTION: Responses to the RRFID are due by December 20, 1997.
b. Follow-up for DD Form 1348-1A, Issue Release/

Receipt Document Implementation. MILSTRIP waivers for continued

use of the DD 1348-1 (marked for cancellation since July 21,

1986) expire January 1, 1998. The Services anticipate conversion

to the DD 1348-1A will be accomplished by close of year. The

Defense Logistics Agency (DLA) requested extensions for three

former Navy depots and one former Marine Corps depot which have

not yet converted to the Distribution Standard System. Mr.

Fiskett, Naval Supply Systems Command (NAVSUP), had been informed

that the necessary software for the depot will be included under

the Navy systems changes. Two additional discussion topics

applicable to the DD 1348-1A are addressed below under new items.

ACTION: Navy/DLA will verify that the software/hardware for

preparation of the DD 1348-1A at the identified depots will be

operational by January 1, 1998.

c. Proposed DLMS Change 10, Identification of Flight

Safety Critical Aircraft Parts (FSCAP) in Issue, Release, and

Receipt Documents. This change adds identification of FSCAP to

the Defense Turn-In Document/DLMS transaction and the Disposal

Release Order (DRO) format. DLMSO released the revised proposal

on October 3, 1997. The proposal includes a request signed by

the Acting Assistant Deputy Under Secretary of Defense for

Logistics Materiel Distribution Management (ADUSD(L)MDM) for

emergency action to implement this change by the end of March

1998.

Action: Responses are due to DLMSO by December 5, 1997.

d. Approved DLSS/DLMS Change 9, Validation of F/AD I

Activities. This change established an automated process to

validate F/AD I requisitions using a table of authorized activity

DoDAACs maintained at the DLA Systems Design Center (DSDC)/

Defense Automatic Addressing System Center (DAASC). The PRC

reviewed the draft change prepared by DLMSO and suggested minor

revisions. The change cannot be released until the security

classification covering F/AD I activities is rescinded. Mr.

Brown, DAASC contractor support, stated that the planned January

implementation date would be obtainable if approval is issued by

the end of November. Subsequent to the meeting, Mr. Trepal,

ADUSD(L)MDM, indicated that resolution of the classification

issue looked very promising.
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Action: DLMSO will amend the draft as requested and hold said

draft pending direction from ADUSD(L)MDM.

e. AMCLs 11 (MILSTRIP) and 15 (MILSTRAP), Expanded

Materiel Receipt Acknowledgment (MRA) Procedures. The draft

Third Addendum revisions was distributed for comments. The

MILSTRIP AMCL 15 portion was previously discussed and agreed to

by the PRC. Attendees were asked to review the MILSTRAP AMCL 11

portion and provide concurrence and/or comments, through the

Component primary Supply PRC representative by December 10, 1997.

Mr. Jack Carter, LMARS Administrator, also provided the draft to

the LMARS committee for review and asked that they submit any

comments through their Supply PRC representatives. Mr. Fiskett

briefly advised the PRC of related discussion on logistics

response time at the October LMARS meeting. Separate action to

modify the force closure procedures are addressed below under new

items.

ACTION: DLMSO will release the addendum upon receipt of

Component concurrence/comment. Implementation for the MILSTRIP

portion will be 30 days from the date issued. The MILSTRAP

portion will include a footnote indicating that the LMARS reports

are not yet available.

f. Automatic Identification Technology (AIT).

Mr. Mark Reboulet, Air Force AIT Program Manager, forwarded

revised draft documents, U.S. DoD Practice and Guidelines for the

Use of Linear Bar Code and Two-dimensional Symbols in the

Shipping, Transport, and Receiving Processes, for comment on

October 7, 1997. Mr. Fitzhugh, MILSTAMP Administrator, will

staff the completed package as a DLMS/MILSTAMP change proposal.

h. Lifting the Moratorium on Proposed Changes. DLMSO

has prepared a draft memorandum for ADUSD(L)MDM’s signature

lifting the moratorium on submission of proposed changes to the

DLSS and soliciting enhancement change proposals for the DLMS.

i. AMCL Implementation.

(1) Approved MILSTRAP Change Letter 14, Revised

Asset Status Reporting and Logistics Asset Support Estimate

(LASE) Procedures for DoD Total Asset Visibility (TAV). Although

TAV is functional, full Service implementation of this change has

not been achieved.
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Action: The RRFID was issued December 2, 1997. Responses are

due January 17, 1998.

(2) AMCLs 12 (MILSTRAP) and 43 (MILSTRIP),

Maintaining Accountability During Maintenance Actions. This

change provides for accurate DoD accountability and financial

accounting for items scheduled for maintenance by Depot

Maintenance Inter-Service Support Agreements (DMISAs)and for

items undergoing commercial and intra-Service or Agency

maintenance actions. The Army provided an overview of their

processes as implemented on a limited basis. The approved change

will be corrected to update references and reflect appropriate

property accountability under AMCL 8A. DLA provided a memorandum

documenting needed changes.

Action: DLMSO will update the change and provide an electronic

draft of the RRFID for review by the Components.

(3) AMCL (MILSTRIP) 44, Recurring Nonrecurring

Demand Data. This change expands the explanation of no demand

code “O”, requires adjustment of demand data whenever a

cancellation request is processed, and revises the format of the

Referral Order (A4_) to identify the demand code.

Action: The RRFID was issued November 4, 1997. Responses are

due December 18, 1997.

(4) AMCL (MILSTRAP) 3, Supply Condition Code

(SCC) W for Unserviceable Warranted Assets. This change provides

a means of identifying, segregating, and controlling

unserviceable warranted assets.

Action: RFID was issued November 28, 1997. Responses are due

January 12, 1998.

(5) AMCL (MILSTRIP) 23A, MILSTRIP Advice Codes to

Ship Newest Materiel with No Less Than 75 Percent of the Shelf

Life Remaining. Procedures for this change were inadvertently

posted to the MILSTRIP manual and will be withdrawn under Formal

Change 10. The change establishes new MILSTRIP advice codes

that indicate the newest material is required from the storage

activity and that this material must have at lease 75 percent

shelf life remaining. Use of these codes is restricted to

specific applications and activities obtaining Service/Agency
6

approval.
7

Action: The RRFID was released on November 19, 1997. Responses

are due January 3, 1998.

(6) AMCL (MILSTRAP) 9, Processing Materiel

Receipts Not Due-in for GSA Managed Items. This change prohibits

reporting of depot receipts from non-procurement sources to GSA

inventory managers unless the storage activity has a prepositioned material receipt. The change requires the Components

to establish the means to account for and maintain owner

visibility of such material and effect disposition.

Action: The RRFID was released on November 19, 1997. Responses

are due January 3, 1998.

(7) AMCLs 7 (MILSTRAP) and 22 (MILSTRIP),

Cooperative Logistics Supply Support Arrangements. This change

expands the Cooperative Logistics Program Support Code (CLPSC) to

differentiate a Foreign Military Sales Order (FMSO) I requisition

from a FMSO II requisition. It also revises MILSTRAP to require

use of the Demand Code P in CLSSA Termination/Drawdown

Requisitions related to SPRs. The PRC reviewed the text of the

AMCL for current validity noting necessary changes. The PRC

reviewed 1991 correspondence to verify that these procedures do

not apply to the Navy. Additionally, the PRC took into

consideration a request to modify the AMCL forwarded by the CLSSA

Subgroup working on the Defense Security Assistance Management

System (DSAMS). These suggestions were accepted with the

exception of new proposed project codes. These lacked sufficient

justification and were considered to be a separate requirement,

distinct from the original AMCL.

Action: DLMSO informed the Subgroup of the status of their

requested changes. A revised definition for a new MILSTRIP

status code is being coordinated and will be incorporated in the

RRFID. The Subgroup will need to prepare a DLMS/MILSTRIP change

proposal for the requested project codes.

New November Agenda Items:

a. Request for Waiver on Use of Disposal Turn In

Document (DTID)/Eliminate Proof of Delivery Copy DD Form 1348-

1/1A. The DRMS has requested a waiver which would authorize use

of electronic turn-in procedures. More information was requested

to include specifics on funding and clarification of optional

versus mandatory use of the electronic DTID. DLMSO has also 
8

received a request to eliminate references to the proof of

delivery copy of the DTID from MILSTRIP. DLA/DRMS was requested

to provide supporting documentation for this change.

Action: DLA will obtain additional information and, if possible,

coordinate a briefing/demonstration on the electronic alternative

to the DTID for the February meeting. When the requested

documentation is furnished, DLMSO will issue an Approved DLMS

Change under OSD direction revising the number of copies provided

for the DTID.

b. Proposed DLMS Change 21, Revised Pseudo Closure

Procedures. The Army recently submitted a proposal to modify

force closure procedures under AMCLs 11/15 to provide an

information copy to the storage facility. In a separate working

meeting, PRC members agreed to enhance the Army request to

include procedures to notify the storage facility of additional

“pseudo” closures identified by code value included in the DI

Code ARH transaction.

Action: DLMSO will staff the modified change.

c. DLMS Proposed Change 13, Traceable Methods of

Shipment. This Supply Discrepancy Reporting (SDR) change

proposed clarification of procedures related to submission of

SDRs for nonreceipt. With implementation of AMCL (MILSTRIP) 138,

the customer loses visibility of traceable shipment information;

specifically, Government Bill of Lading numbers, and certified,

registered, and insured U.S. Postal Service numbers. The problem

surfaced under SDR processing because the SDR submitter is

required by regulation to initiate tracing action for nonreceipt

when the shipments was made via traceable means. Unfortunately,

the submitter can no longer identify traceable shipments and the

associated control numbers from the MILSTRIP shipment

confirmation or shipment status transactions. The PRC discussed

possible remedial actions. These could include further

modification of the MILSTAMP planned revisions to the DoD Mode of

Shipment codes or restructuring of the Transportation Control

Number to include the now-missing data within its 17-position

format.

Action: As an interim measure, DLMSO will modify the SDR

guidance to require the SDR submitter to contact the ICP/depot to

identify which nonreceipt are traceable and to obtain the control

numbers so that the customer can pursue tracing action. Mr. 
9

Fitzhugh will include this as an agenda topic at the next

MILSTAMP Committee meeting. If the Committee supports either of

the possible corrective measures mentioned above, DLMSO will

initiate a DLMS change proposal.

d. Allowance for Correction of Discrepancies at

Assemblage Point/Consolidation Location. The Army Security

Assistance Command requested that the Defense Security Assistance

Agency (DSAA) clarify DoD 5105.38-M, Security Assistance

Management Manual, to allow for correction of discrepancies when

identified by U.S. Government personnel at consolidation

locations. DSAA took action to clarify instructions for

Transportation Discrepancies and referred the Army to SDR

guidance for information pertaining to supply discrepancies. PRC

discussion raised several questions including how the

consolidation location identifies discrepancies such as

shortages, what documentation is available, and what impact delay

for resolution might have on the entire shipment. The PRC would

like to see specific examples to further their understanding of

the situation.

Action: DLMSO will request AMSAC submit a DLMS/SDR change

proposal with appropriate justification.

e. DLSS Publication of Total Asset Visibility (TAV)

Procedures. The Components noted that the anticipated OSD

directed changes to reflect TAV procedures under MILSTRIP,

MILSTRAP, and MILSBILLS have not been published as official

changes.

ACTION: The necessary changes are being processed. DLMSO’s

Administrators will attempt to expedite publication.

f. DLMS Technical Working Group (TWG). DLMSO informed

the PRC that DAASC has agreed to reconvene the TWG to address

technical issues which surface during implementation planning.

Action: Components should consider possible agenda topics for an

initial meeting. Additional information will be provided.

g. DLMS IC/Public Comment Review. ICs listed on the

agenda were reviewed and additions/corrections were documented.

(1) TS 511R Requisition. DLMSO distributed the

511R Record of Change (ROC) containing all the comments 
10

recommended by the PRC during the October meeting. DLMSO is in

the process of coordinating these changes with the Logistics

Management Institute (LMI) to assess their overall impact. After

this, the ROC will be forwarded through DISA to the DoD/Federal

Logistics Function Work Group (LFWG). The ROC will be presented

as a single Joint Service/Agency coordinated public comment to

facilitate resolution of the comments by the LFWG. Note: The

511 under DLMS does not adequately distinguish between Lateral

Redistribution Orders for consumable (Distribution Code 2) and

repairable (Distribution Code 3) assets. DLMSO will investigate

possible use of the project code for this purpose.

(2) TS 869 (LS51) Requisition Cancellation.

Review was completed with emphasis on enhancements to include the

functionality of the MILSTRIP mass and universal cancellation.

DLMSO will adjust mapping to reflect the most appropriate HL

looping structure prior to submission to the LFWG.

(3) TS 869 (LS52) Requisition Inquiry/Supply

Assistance Request. Review was completed and corrections noted

to adjust mapping for next higher assembly and end item

information. Other minor corrections were also recorded. This

IC will be updated and forwarded to the LFWG. The PRC noted a

translation problem may occur because DLSS formats perpetuate

original data from the requisition or status transaction which is

not perpetuated under DLMS.

(4) TS 870 Supply Status Material Returns. This

IC was accepted by the LFWG, but held for PRC review. The PRC

noted several changes which are needed to support current and

legacy system requirements. These will be documented and

forwarded to the LFWG for electronic staffing. DLMSO prepared a

Data Maintenance (DM) action so that the IC future versions can

distinguish parties to receive credit for transportation and for

packing, crating, and handling from that for material using

appropriate qualifiers. Temporary qualifiers will be identified

for this version of the IC. DLMSO will take an action item to

modify the IC to fully accommodate separate funding for each of

these categories for the next version/release of the IC.

(5) TS 945 Material Release Confirmation. This

IC was accepted by the LFWG, but held for PRC review. The LFWG

had previously denied DLMSO’s request to include coding to

identify over/under shipment. The PRC repeated the need for this
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information and assisted in preparation of an ROC with strong

justification for the change. DLMSO will submit the ROC (which

also includes minor changes to standardize use of codes for

transportation numbers and identify the exception ship-to

activity) to the LFWG for electronic staffing. DLMSO prepared a

DM to add an N1 loop to this IC so that it can perpetuate the

full in-the-clear exception ship-to address for DAASC to use in

creating an off-line shipment status message to the material

recipient. DLMSO will modify the IC to include this enhancement

in a future version/release. DLMSO will also prepare a DM to

obtain a more suitable qualifier for the estimated shipping

date/material available for shipment date on the material release

confirmation.

(6) TS 830 War Material Requirements/TS 830

Special Program Requirements (SPR). These ICs were previously

accepted by the PRC and the LFWG. They were held for an

additional PRC review due to significant remapping suggested by

LMI. A few minor changes were suggested. The Components were

asked to review SPR procedures for Security Assistance customers

and to verify continued validity of the coast designation code.

(7) TS 842 Product Quality Deficiencies and

Supply Discrepancies. A draft ROC and an updated IC were

distributed but there was insufficient time to review the

documents. DLMSO will meet separately with the DoD Product

Quality Deficiency Report (PQDR) Administrator to discuss mapping

issues.

(8) TS 517 (LS18) Material Obligation Validation.

The LWFG rejected this IC because in included, for conversion

only, the perpetuation of the DLSS process based upon batch and

line numbers. The PRC agreed to remove the two offending data

elements based upon:

(a) DAASC capability to generate the fields

for DLSS users and maintain batch accountability under MILSTRIP.

(b) Modification of MILSTRIP to reflect DAASC

rather that ICP responsibility for this process and the

associated changes to the transactions/advice codes.
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(c) Restriction of the IC to DLMS only (no

conversion) should DAASC be unable to convert and assume

accountability for batch integrity. DLMSO will attempt to

resolve the conversion issues with DAASC and report back to the

PRC.

 

 _______/s/____________

ELLEN HILERT

Supply PRC Co-Chair

 

______/s/_____________

MARY JANE JOHNSON

Supply PRC Co-Chair

APPROVE: 

JAMES A. JOHNSON______/s/______________

Director, DLMSO

Enclosures
SUPPLY PROCESS REVIEW COMMITTEE MEETING

NOVEMBER MEETING AGENDA

*** Conference Room 2601 ***

Monday, November 17 Starting at 1000 Hours

1. Welcome/Opening Remarks/Introductions

2. Review Action Items from September Meeting

3. AS NEEDED: Outstanding Issues Related to Changes In Work:

Addendum 3 to AMCL 11/15, Expanded Materiel Receipt

Acknowledgment (MRA) Procedures

Revised RFID for PMC 40, Processing CLSSA Requisitions

Revised Proposed DLMS Change 10, Identification of FSCAP in

Issue, Release, and Receipt Documents

4. AMCL 7 (MILSTRAP) and 22 (MILSTRIP) (including Addendum),

Cooperative Logistics Supply Support Arrangements.

Discussion to determine continued validity of requirements.

Should DLMSO staff as RFID?

***Beginning at 1300***

5. Revised Approved DLMS Change 9, Validation of Force or

activity Designator (F/AD) I Activities. PRC members and

subject area experts should review the draft document to be

provided under separate cover and bring comments to the

meeting.

*** Conference Room 3301***

Tuesday November 18, Starting at 0815 Hours

6. Followup on DD Form 1348-1A, Issue Release/Receipt Document

Implementation. This is last PRC meeting prior to waiver

expiration on January 1, 1998. Army should review status.

7. DLMS Proposed Change 13, Traceable Methods of Shipment.

This is an SDR change which proposed clarification of

procedures related to submission of SDRs for nonreceipt.

With implementation of AMCL (MILSTRIP) 138, the customer

loses visibility of the fact that shipment was made via

traceable means. The AMCL also removes the certified,

registered, or insured U.S.P.S. number which the customer is

supposed to use in shipment tracing. The purpose of this

discussion is to arrive at acceptable procedures under

current restraints and brainstorm possible pre-DLMS

improvements, e.g. reconfiguration of the TCN to include the

missing information. 
8. Allowance for Correction of Discrepancies at Assemblage

Point/Consolidation Location. There is a pending action to

clarify the DoD 5105.38-M, Security Assistance Management

Manual, in response to an AMSAC request for expansion of

current policy to allow for correction of discrepancies when

identified by U.S. Government personnel at consolidation

locations. The SDR guidance currently authorizes

preparation of an SDR for packaging at transshipment points,

but states that “each consignee will report shipping

discrepancies pertaining only to their receipt.” The

purpose of this discussion is to assess the need for

clarification/expansion of SDR guidance. The SAMM change is

directed toward achieving satisfaction for Security

Assistance customers. The SDR guidance is not SA specific

on this topic. Impact on delayed movement of consolidated

shipments should be explored.

9. TS 842, Supply and Product Quality Discrepancies.

*** Conference Room 2601 ***

Wednesday & Thursday, November 19-20, Starting at 0815 Hours

10. Review ICs Not Completed at September PRC Meeting:

TS 869 (LS51) Requisition Cancellation

TS 869 (LS52) Requisition Inquiry/Supply Assistance

TS 511 (LS50) Modification (Decision to Withdraw Pending)

11. Discussion of IC Returned by LFWG:

 TS 517 (LS18) Material Obligation Validation

12. Review ICs Which Passed LFWG Pending PRC Approval:

TS 870 (LS24) Materiel Returns Supply Status

TS 945 (LS22) Materiel Release Advice

TS 830 (LS46) War Material Requirements

TS 830 (LS47) Special Program Requirements

13. DLMSO Public Comment on LFWG Approved ICs

Friday November, 12 Starting at 0815 Hours

14. AMCL 12 (MILSTRAP) and 43 (MILSTRIP), Maintaining

Accountability During Maintenance Actions. Services should

report status of staffing.

15. Wrap-up, Recap, and Future Planning